Museo de Arte de Ponce - American Alliance of Museumssampledocs.aam-us.org/weblink/0/edoc/682/Museo...

SAMPLE DOCUMENT Type of Document: Disaster/Emergency Plan

Date: 2007

Museum Name: Museo de Arte de Ponce Type:

Art Museum/Center/Sculpture Garden Budget Size: $1 million to $4.9 million Budget Year: 2008 Governance Type: Public, Nonprofit Organization

Accredited: Yes

The document contains the following required elements:

Is tailored to the institution’s current facilities and specific circumstances Covers all threats/risks relevant to the institution Addresses staff, visitors, structures, and collections Includes evacuation plans for people Specifies how to protect, evacuate, or recover collections in the event of a disaster Delegates responsibility for implementation

Notes on strengths or special features: The document contains the following sections:

Emergency Preparedness/Response Procedures Accidental Damage Bomb Threat Civil Disturbance Earthquake Environmental Emergencies Fire Flood General Guidelines Hazardous Materials Hurricane List of Emergency Supplies Mechanical Failure

Medical/Health Emergency Mold Neighboring Emergency Nuclear Disaster Pests Power Loss/Energy Cutback Safeguarding Records Security/Theft/Vandalism Structural Failure Terrorism Tornado/Windstorm

Emergency Cleanup Procedures Collections

Active Infestation Dirt & Debris Fire General Guidelines Mold

Water Other: Collection Handling

T & RH Environmental Emergency Collection Recovery Glossary

Non-Historic Buildings

Air Documentation

USE STATEMENT & COPYRIGHT NOTICE

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Materials in the AAM Information Center are provided "as is," without any guarantee or warranty of any kind, expressed or implied.

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Electronic/Magnetic Media General Guidelines Glass Masonry/Concrete/Brick Mechanical & Electrical Systems Metal Office Equipment

Painted Surfaces Plaster & Drywall Plastic Textiles Tile & Porcelain Wood & Woodwork

Institution-Specific Information

Building Floor Plan Chain of Command Collection Priorities Community Emergency

Information Computer Backup Procedure Emergency Contacts/Call List

Emergency Resources/Suppliers Evacuation Procedures Public Relations Staff Responsibilities Other: List of Documents Needed for

Business Interruption Claims

Forms and Checklists

Accident Report Bomb Threat Report Chemical Exposure Report Condition Report Incident Report Maintenance Checklist

Recovered Property Report Response Checklist Suspicious Persons Report Threats by Telephone Report

Other: Evaluation & Review of Plan Crisis Communication Plan The table of contents makes this document easy to use.

Plan para el manejo de emergencia y desastres 4/25/07 1

Museo de Arte de Ponce The Luis A. Ferré Foundation, Inc.

Emergency Preparedness Plan


Table of Contents I. Introduction 3

II. Plan Policy 4

III. Objectives 5

IV. Safety Committees 5

V. Action Plan 8

VI. Fire 9

VII. Hurricane 14

VIII. Earthquake 19

IX. Civil Unrest 25

X. Bomb Threat 29

XI. Medical Emergencies 35

XII. Flooding 38

XIII. Electrical System Failure 41

XIV. Pests 43

XV. Mold 45

XVI. Evacuation Plan 48

XVII. Collection Handling 53

XVIII. Collection Recovery 55

a. Environmental damage 59

b. Dirt 62

c. Fire 65

d. Insect Infestation 66

e. Mold 67

f. Water 69

g. Glossary 84

XIX. Crisis Communication Plan 85

XX. Appendix A Emergency Telephone Numbers 88

XXI. Appendix B CL&C Informational Handbook 89

XXII. Appendix C Evacuation Plan - City View Plaza 90

XXIII. Appendix C Accident Reports 98


I. Introduction

The proper management of emergencies and disasters is fundamental for the protection and

conservation of the people and works of art at the Museo de Arte de Ponce (MAP). MAP’s

staff is morally committed to ensure full compliance with this responsibility and towards our

Puerto Rican cultural patrimony.

MAP’s Emergency Preparedness Plan (EPP) outlines the procedures that must be followed to

prevent, handle and control incidents that could cause potential harm to people, works of art

and facilities. The different types of incidents contained in the EPP will be handled according

to each Action Plan, which are procedures focusing on the compliance of the following:

prevention, incident management, and recovery.

Some of MAP’s staff will be divided into five (5) Safety Committees and will be responsible for

the implementation of the EPP procedures. The Committee members will be selected by

MAP’s Chief Operations Officer and the Chief Executive Officer & Director. Currently, the

museum has the following five locations:

a. Marvesa Building, Ponce – Administrative Offices

b. Museum on Las Americas Avenue, Ponce – Exhibition galleries, Store and Café

c. City View Plaza, Guaynabo – Communications Office and Luis A. Ferré Foundation,

Inc.

d. Las Americas Avenue #2197, Ponce – Education and Storage

e. Perpetuo Socorro #7418 Santa María, Ponce – Conservation Laboratory & Library

Each of the above locations will have a Safety Committee. Committee members must be

familiarized with the contents of the EPP to be able to take action should a situation arise. In


addition, they must fully understand and internalize their own responsibilities within the

committee that, in extreme cases, could lead to saving human lives. They must always be

alert and willing to take action in case of an emergency, while keeping calm to work efficiently.

Communicating the occurrence of an incident to the media shall be the responsibility of the

Deputy Director of Communications or if absent, a staff member duly authorized by the Chief

Executive Officer and Director.

After an emergency, the Safety Committee will meet to analyze and discuss what occurred,

evaluate the EPP implementation procedure, and proceed to make any changes to the EPP, if

deemed necessary. The EPP must be reviewed yearly to ensure an updated and validated

document.

II. Plan Policy

As an institution, Museo de Arte de Ponce recognizes the importance of protecting the lives of

its staff, volunteers, and visitors while they are in the museum facilities and its surroundings. It

is equally and firmly committed to protecting every work of art that is part of its temporary or

permanent collections, as well as the infrastructure of its facilities.

This plan outlines MAP’s responsibilities towards the preservation and conservation of the

works of art in its possession (permanent collection or loans) which are part of Puerto Rico’s

cultural patrimony. The plan also outlines the steps to ensure protection for the lives of those

who work or visit the Museum.


III. Objectives

i. Outline and document the procedures to prevent and respond to emergencies and

disasters- be it natural or man-made- for the sole purpose of saving lives, protecting

the collection, and preventing damage to museum property.

ii. Assign respective roles and responsibilities to the Safety Committee members in

relation to each incident.

iii. Minimize the time required to return to normal operations at the Museo de Arte de

Ponce after an emergency or disaster.

IV. Safety Committees Each Safety Committee shall be led by a General Coordinator and an Alternate Coordinator,

who shall be responsible in the absence of the General Coordinator. The General

Coordinator, or the Alternate Coordinator in the absence of the former, shall be responsible for

the implementation and management of the specific Action Plan outlined for each type of

incident. All committee members are responsible for carrying out the emergency and disaster

management procedures that are included under the Action Plan. Safety Committee

members shall be selected by MAP’s CEO & Director, and the Chief Operations Officer.

The responsibilities of the committee members are clearly defined under a strict procedure. All

committee members must be familiarized with the procedures contained in the Action Plan.

They must be adequately prepared to take action and be able to relieve and assume the

duties of a colleague, if deemed urgent and necessary.

Each Safety Committee shall hold a meeting after each emergency, or when the need arises,

to review and update EPP procedures.


Safety Committees by Location: Marvesa Building, Ponce –Administrative Offices

1. Chief Operations Officer- Gen Coord Telephone: (787) 313-8645

2. Human Resources Manager – Alt Coord Telephone: (787) 613-6579

3. Registrar Telephone: (787) 616-9377

4. Information Technology & Telecommunications Specialist

Telephone: (787)380-1453

5. Community Outreach and Academic Program Coordinator Telephone: (787) 240-6387

6. Accounting and Administrative

Supervisor Telephone: (787) 632-8028

Museum at Las Américas Avenue, Ponce

1. Facilities, Security & IT Manager – Gen Coord Telephone: (787) 375-5251

2. Safety & Security Supervisor- Alt

Coord Telephone: (787) 677-4585

3. Assistant Facilities, Security & IT

Manager Telephone: (787) 603-1891

4. Musarte Manager

Telephone: (787) 375-9085

5. Registrar

Telephone: (787) 616-9377 6. General Services Supervisor

Telephone: (787) 299-6395 7. Information Systems Technician

Telephone: (787)380-1453 8. Exhibitions Coordinator

Telephone: (787) 984-2272

City View Plaza, Guaynabo

1. Deputy Director of Communications

– Gen Coord Telephone: (787) 614-1510

2. Chief Development Officer – Alt Coord Telephone: (787) 565-5765

3. Administrative Assistant Telephone: (787) 757-2556


Perpetuo Socorro #7418 Santa María, Ponce

1. Conservation Laboratory Director- Gen Coord Telephone: (787) 439-3521

2. Sculpture and Three-dimensional Objects Conservator – Alt Coord

Telephone: (787) 243-0704

3. Library Coordinator Telephone: (787) 402-711

Las Américas Avenue#2197, Ponce – Education and Storage

1. Education Director - Gen Coord

Telephone: (787) 316-2217

2. Educator – Alt Coord

Telephone: (787) 519-1736


V. Action Plan

The Action Plan is defined as a planned coordinated set of procedures that must be

implemented and completed effectively to adequately respond to emergencies and disasters,

protecting lives, works of art and facilities It is the responsibility of the Safety Committees to

implement the Action Plan. Every activity that is undertaken and is related to the Action Plan

must be properly documented and filed. These documents shall be kept in the office of the Chief

Operations Officer. The Action Plan is divided into three phases or sections:

i. Prevention

ii. Incident management

iii. Recovery

iv. Collection recovery

This document describes the Action Plan to be followed according to the types of emergencies

or disasters, as follows:

i. Collection

ii. Fire

iii. Hurricane

iv. Earthquake

v. Civil Unrest

vi. Bomb Threat

vii. Medical Emergencies

viii. Flooding

ix. Electrical System Failure

x. Evacuation Plan

xi. Damages to Works of Art


VI. Fire

Prevention

i. Inspect and test the working order of all smoke and heat detectors installed throughout

MAP locations.

Frequency: Once a year Responsible: Safety and Security Supervisor

ii. Inspect and test the condition of fire extinguishers of all locations.

Frequency: Once a month Responsible: Safety and Security Supervisor

iii. Inspection and certification of fire extinguishers by a duly certified agency.

Frequency: Twice a year Responsible: Safety and Security Supervisor

iv. Request an inspection from the local fire department of MAP locations. Any

recommendations resulting from the inspection shall be reviewed and included in this

plan, if deemed necessary.


v. Visual inspection of fire hydrants located in the surrounding areas of MAP locations.

Any unusual findings shall be reported to the local fire department.

Frequency: Twice a year Responsible: Safety and Security Supervisor

vi. Clearly mark and visually inspect “no smoking” and “exit” signs in designated areas.

Frequency: Four times a year Responsible: Facilities Supervisor

vii. Inspect and test the working order of emergency lights. Repair any defective units.

Frequency: Tour times a year

Fire


Responsible: Facilities Supervisor

viii. Inspect and update evacuation route maps and post them in visible areas throughout

MAP locations.

Frequency: Once a year Responsible: Facilities, Security & IT Manager

ix. Train staff in fire procedures and undertake fire drills.

Frequency: Once a year 1 Responsible: Facilities, Security & IT Manager

x. Ensure electrical equipment is in good condition and repair or replace defective

equipment. Report and correct exposed cables and connections as soon as possible.

Frequency: Twice a year Responsible: Facilities Supervisor

xi. Keep hallways clear at all times to facilitate evacuation of people in case of fire, and

allow access to firefighters and firefighting equipment, if deemed necessary.

Frequency: Always Responsible: Safety and Security Supervisor

xii. Adequately control and store toxic and flammables materials in externally ventilated

fire proof cabinets. Toxic and flammable products should be properly labeled.

Frequency: Always Responsible: Conservation staff, Safety and Security Supervisor

xiii. MAP buildings and surroundings shall be kept clean and free of food residues. Trash

bins shall be emptied out on a daily basis before museum’s closing.

Frequency: Daily Responsible: Facilities Supervisor

xiv. Safeguard museum hard copy and electronic records

Frequency: Always Responsible: All staff

1 The frequency of drills may increase according to employee turnover.

Fire


xv. Ensure accessibility to the Material Safety Data Sheets (MSDS) at all MAP locations.

Frequency: Once a year Responsible: Safety and Security Supervisor, Facilities Assistant Manager

Fire


Incident management

i. Check electronic panel alarm that monitors smoke conditions and heat detectors in order

to determine the fire’s origin.

If the fire is small and controllable:

ii. Evacuate the area where the fire is located.

iii. If possible and if not an imminent danger or threat to life, proceed to put the fire out with

extinguishers.

If the fire is large and has the potential of becoming uncontrollable:

iv. Proceed to initiate the evacuation plan.

v. Notify Fire and Police Departments, and Emergency Medical Services, if deemed urgent

and necessary (911).

vi. Call for the presence of the conservation staff to the scene of the fire before the arrival of

firefighters if the latter are called.

vii. Wait for firefighters and upon arrival, indicate the fire’s location, if it has not been

extinguished. Accompany firefighters to the location of the fire.

Fire


Recovery

i. Inspect facilities to ensure fire has been completely extinguished and eliminate

conditions that might lead to its resurgence.

Responsible: Fire Department

ii. Authorize re-entry into the facilities once it has been deemed safe by the Facilities,

Security & IT Manager, upon approval of the Fire Department if applicable.

Responsible: Facilities, Security & IT Manager

iii. Inspect and review damages. Record damages and proceed to clean up and restore

affected area (s).

Responsible: Facilities Assistant Manager

iv. Begin clean-up and restoration efforts to damaged works of art.

Responsible: Registrar / Conservation staff

v. Determine if the air system needs professional cleaning.


vi. If applicable, recharge fire extinguishers.

Responsible: Facilities Assistant Manager

vii. Prepare a written report about the incident.


viii. Coordinate meeting with members of the Safety Committee to discuss causes of the fire

and identify ways to prevent another fire incident. The results of these meetings shall be

documented in the minutes and safeguarded by the Facilities, Security & IT Manager.

Responsible: COO

Fire


VII. Hurricane

Prevention

i. At the beginning of each hurricane season (June 1), a visual inspection must be

conducted around the surroundings of the different MAP locations in order to identify,

remove and/or secure loose objects that could be hurled by hurricane-force winds.

Frequency: Once a year and 3 days prior to hurricane landfall Responsible: Facilities Assistant Manager

ii. At the beginning of hurricane season, hurricane shutters shall be installed on selected

windows no later than June 1st.

Frequency: Once a year Responsible: Facilities Assistant Manager

iii. Identify trees whose branches might fall or need trimming to prevent damages. Notify

the Electric Company about trees needing a trim and whose branches might be close to

power lines.


iv. Ensure the necessary preparedness materials are in stock in case of a hurricane

warning.

Frequency: At the beginning of hurricane season Responsible: Facilities Assistant Manager / Conservation staff

List of Necessary Materials: (refer to page 57)

Flashlights Waterproof Capes Batteries Waterproof Boots Portable Radio Adhesive Tape Two-way Radio Transmitters Tools Hurricane tracking map

v. Inspection and maintenance of drainage system.

Frequency: Monthly and three days before the incident

Hurricane


Responsible: Facilities Supervisor

vi. Inspection of entry doors, windows and skylights to ensure that no water is leaking into

the buildings.

Frequency: Monthly Responsible: Facilities Supervisor

Hurricane


Incident Management

i. Monitor hurricanes advance and growth with information provided by official sources regarding the category, location and estimated time of landfall of the hurricane. Jot down coordinates on tracking map.

ii. Secure all works located in the museum and outdoor gardens.

Frequency: 3 days prior to hurricane landfall Responsible: Facilities, Security & IT Manager / Facilities Assistant Manager

iii. Secure or remove objects that could be dragged or hurled by hurricane-force winds.

Frequency: 3 days prior to hurricane landfall Responsible: Facilities, Security & IT Manager / Facilities Assistant Manager

iv. Secure documents, objects, materials and/or equipment that could be adversely affected

by hurricane flooding. (See annex 2.)

Frequency: Once a year and 3 days prior to hurricane landfall Responsible: Facilities Assistant Manager

v. If hurricane is imminent, install remaining shutters and secure all doors.

Frequency: 2 days prior to hurricane landfall Responsible: Facilities, Security & IT Manager

vi. Should contractors be working on the facilities, coordinate with them the removal of all

equipment and/or materials in the facilities 2 days prior to the incident.

vii. Secure all exterior equipment.

viii. If hurricane landfall is imminent:

a. Unplug all office equipment

b. Ensure backup of electronic files

Hurricane


c. Clear desks and tables

d. Lock drawers, cabinets and cupboards.

e. Move office equipment, furniture and artwork away from windows

f. Waterproof as much of the office’s equipment and files cabinet as possible

g. Proceed with the Collection Protection Plan included in section XIII: Electric

System Failure of this document.

Hurricane


Recovery

i. Weather conditions permitting, inspect exterior and interior of facilities to identify

dangerous conditions resulting from the hurricane. Take notice of power lines on the

ground or other structures. Notify the Electric Company if lines need to be repaired.


ii. Comply with requirements established by the insurance company for any claims. (See

Annex 2.)

iii. Authorize re entry to the facilities once it has been deemed safe to do so.


iv. Begin clean-up and restoration efforts of damaged facilities.


v. Begin clean-up and restoration efforts of damaged works of art (Refer to Collection

Recovery).

Responsible: Conservation staff / Registrar

vi. Refer to Section XIII: Electrical System Failure, in case of a prolonged blackout.

vii. Prepare a written report about the incident.


viii. Coordinate a meeting with Safety Committee members to discuss effects of the

hurricane on the facilities and determine whether changes should be done to the Action

Plan based on the response. The results of these meetings shall be documented in the

minutes and be safeguarded by the Facilities, Security & IT Manager.

Responsible: COO

Hurricane


VIII. Earthquake

Prevention

i. Inspection of the facilities at each MAP location by a structural engineer to determine the

building’s integrity and resistance capacity. Review recommendations submitted to

decide if structural changes are deemed necessary for implementation.

Frequency: Every five years or after each earthquake Responsible: Facilities, Security & IT Manager

ii. Inspect lighting fixtures and equipment to ensure their support.

Frequency: Every two years Responsible: Facilities Supervisor

iii. Inspect fire extinguishers to ensure integrity of their installation.


iv. Inspect exterior grounds of the museum to identify trees that could fall in the event of an

earthquake. Undertake measures to minimize or eliminate damage due to the tree

falling.


v. Inspect freestanding bookshelves and filing cabinets that could fall during an

earthquake. If appropriate, secure them to the ground, wall, and/or ceiling. Heavy

objects should be placed in the lower shelves of the bookshelves.

Frequency: Once a year Responsible: Facilities Supervisor

vi. Train for, plan and implement an earthquake drill.

Frequency: Once a year 2 Responsible: Facilities, Security & IT Manager

2 The frequency of drills may increase according to employee turnover.

Earthquake


vii. Inspect and ensure objects affixed to walls are secure and firmly attached.

Frequency: Monthly Responsible: Facilities Supervisor

viii. Objects on storage shelves should be kept away from shelf edges; shelves must be

padded.

Frequency: Monthly Responsible: Registrar Assistant

ix. Large or voluminous objects will be exhibited or stored on low stands or on the ground

(artwork and office equipment).

Frequency: Each artwork or office equipment movement

Earthquake


Incident Management:

During an earthquake

i. Inside the building: direct people away from the works of art, windows, mirrors, tall

shelves, tall bookcases with glass and electrical equipment. Be particularly cautious of

lighting fixtures and equipment that could fall from the ceiling. Seek protection under

doorframes, desks, tables or furniture. If no furniture is available under which to seek

refuge, direct people towards one corner of the building. All wheelchairs should be

locked into place.

ii. In open spaces: keep away from buildings, trees, sculptures and power lines.

Immediately after an earthquake

i. Be aware of aftershocks- wait five minutes after an earthquake before taking action. The

General Coordinator of the Safety Committee shall proceed to implement the Evacuation

Plan.

ii. Ensure everyone abandons the facilities.

iii. Check to see if any person has been injured. If qualified and necessary, proceed to

administer first aid.

iv. If possible, check to see if a fire has started and proceed to extinguish the fire as

established in section VI.

v. Inspect surroundings of the facilities and determine if there are any areas in which

unauthorized persons could gain access to the interior of the building. Assign security

personnel to those areas.

Earthquake


vi. If there is a blackout, close museum to preserve temperature and humidity levels and

maintain security and implement the Collection Protection Plan of Section XIII Electrical

System Failure.

vii. Inspect the museum’s interiors and exteriors for dangerous conditions caused by the

earthquake (power lines, structural cracks, etc). Contact appropriate agencies to correct

problems.

Earthquake


Recovery

i. Thoroughly inspect exterior and interior of facilities to identify dangerous conditions

resulting from the earthquake. Take notice of power lines on the ground and/or on

structures. Notify the Electric Company if lines need to be repaired.


ii. Have an engineer inspect MAP facilities to identify structural damages. Review

recommendations submitted to determine if changes are deemed necessary.


iii. If damage is extensive, authorize re entry into the facilities once it has been deemed

safe to do so.


iv. Begin clean-up and restoration efforts to the affected facilities.

Responsible: Facilities, Security & IT Manager/ Conservation staff

v. Begin clean-up and restoration efforts to the damaged works of art.


vi. Prepare a written report about the incident.


Earthquake


vii. Coordinate a meeting with Safety Committee members to discuss effects of the

earthquake on the facilities and determine whether changes should be done to the

Action Plan based on the response. The results of these meetings shall be documented

in the minutes and be safeguarded by the Facilities, Security & IT Manager.

Responsible: COO

Earthquake


IX. Civil Unrest

Includes, but is not limited to, protest demonstrations, and persons displaying violent or

threatening behaviors.

Prevention

i. Request orientation from the Police Department on dealing with incidents of this nature.

Frequency: Once a year3 Responsible: Facilities, Security & IT Manager

i. Request information from the Police Department on gangs in the surrounding areas of

the various MAP facilities.


ii. Inspect bags and packages of museum visitors.

Frequency: Daily Responsible: Safety and Security Supervisor

iii. Restrict access to non-authorized areas.

Frequency: Always Responsible: Facilities, Security & IT Manager

iv. Monitor visitors and suspicious activity.

Frequency: Always Responsible: Security staff

v. Request identification from contractors and outsourced personnel. Assign staff

members to accompany and/or monitor outsourced personnel at all times.

Frequency: Always Responsible: Facilities Supervisor

3 The frecuency of drills may increase according to employee turnover.

Civil Unrest


In the event of possible escalation: i. Collect materials and begin artwork movement into storage area.

ii. Close the museum if deemed necessary.

iii. Reduce internal lighting during the evening.

iv. Transfer important artwork (refer to patrimonial collection) to the storages.

Civil Unrest


Incident Management

i. Immediately notify the CEO & Director, Security Supervisor, Chief Operations Officer

and Deputy Director of Communications.

ii. Report the situation to the police. Be discreet. Press panic buttons in the facilities at the

museum on Ave. Las Américas.

iii. In the event of protests and/or demonstrations outside the museum, close all access

doors to the facilities, and weigh the possibility of evacuating the building.

iv. When dealing with the instigator of the disturbance, keep calm, speak firmly, be

courteous, avoid arguments, do not express personal opinions. Do not attempt to arrest

the person. In case of an armed assailant, comply with demands.

v. Clear the area of the incident and direct people to a safe place. Conduct this procedure

with the utmost discretion possible.

vi. If possible, use the security cameras to tape the incident.

Civil Unrest


Recovery

i. If possible, do not alter the scene of the incident in order to facilitate investigation efforts.

Responsible: Safety and Security Supervisor

ii. Prepare a written report about the incident.


iii. Begin clean-up and restoration efforts to affected facilities.


iv. Begin clean-up and restoration efforts to damaged works of art.


v. Coordinate a meeting with the Safety Committee members to discuss effects of the civil

disturbance on the facilities and determine whether changes should be done to the

Action Plan based on the response. The results of these meetings shall be documented

in the minutes and be safeguarded by the Facilities, Security IT Manager.

Responsible: COO

Civil Unrest


X. Bomb Threat Prevention

ii. Request information from the Police Department on gangs in the surrounding areas of

the various MAP facilities.


iii. Train MAP security personnel on the identification of potential explosives. Request

orientation from the Police Department on this issue.


iv. Inspect bags and packages of museum visitors.


v. Restrict visitor access to non-authorized areas.

Frequency: Always Responsible: Facilities, Security & IT Manager / Facilities Assistant Manager

vi. Request identification from contractors and outsourced personnel. Assign staff

members to accompany and/or monitor outsourced personnel at all times.


vii. Keep bomb threat checklists and emergency numbers near telephones.

Frequency: Always Responsible: Facilities Assistant Manager

viii. Monitor visitors and suspicious activity.


Bomb Threat


ix. Security staff will always be on the lookout for suspicious objects, packages, bags, etc.

If one is identified, they will notify the Facilities, Security & IT Manager.


x. A security guard must be present at all times at the museum. During open hours to the

public and after-hours.

Frequency: Always Responsible: Facilities, Security & IT Manager

Bomb Threat


Incident Management

i. Notify the CEO & Director, Security Supervisor, Chief Operations Officer, and Deputy

Director of Communications immediately.

ii. Report situation to the Police Department Bomb Squad. Be discreet.

iii. In the event of a telephone call announcing an explosive artifact in the museum facilities,

keep calm, write “bomb threat” on a piece of paper and pass it to a co-worker without

hanging up on the caller. Listen carefully to the caller and attempt to prolong the

conversation as long as possible. Try to detect the caller’s accent and tone of voice.

Try to listen to background noise that could help determine the location of the call. Fill

out: Checklist – Bomb threat phone call. Concentrate on the call, do not argue or

exchange comments with other persons.

iv. If a bomb threat is received by note/letter:

a. Place the note/letter in a plastic bag and avoid handling.

b. Document the notes/letter receipt.

v. If a suspicious object is found:

• The Facilities, Security & IT Manager must be notified immediately, s/he will proceed to

contact local authorities and the bomb squad for their immediate response.

• If possible, ask outside authorities to let staff remove objects near the package.

• The CEO & Director, or in his/her absence the Deputy Director for Communications, or

COO, are the only ones authorized to talk to the media.

vi. The Evacuation Plan shall initiated by the General Coordinator of the Safety Committee.

Bomb Threat


Checklist – Bomb Threat Phone Call

1. Ask the following questions:

a. When will the bomb go off?

b. Where is it?

c. What does it look like?

d. What type of a bomb is it?

e. What will make it go off?

f. Did you place the bomb?

g. Why?

2. Caller’s voice:

a. ___ calm

b. ___ angry

c. ___ stuttering

d. ___ babbling

e. ___ slow

f. ___ hoarse

g. ___ fast

h. ___ slow

i. ___ high-pitched

j. ___ sobbing

k. ___ whisper

l. ___ laughing

m. ___ with a specific accent

n. ___ heavy breathing

o. ___ clearing throat

p. ___ familiar

q. ___ normal

3. Background noise:

a. ___ street noise

b. ___ industrial machinery

c. ___ glass

d. ___ voices

e. ___ animals

f. ___ household noise

g. ___ motor

h. ___ music

i. ___ office machines

Caller’s language:

j. ___ well-spoken k. ___ incoherent

Bomb Threat


l. ___ vulgar

m. ___ irrational

n. ___ reading a message

Bomb Threat

34

Recovery

i. Prepare a criminal report about the incident.


ii. If the bomb was successfully removed undetonated, cooperate with police investigation.

iii. If the bomb was detonated, assess the damage and proceed to implement treatments

included in the Emergency Preparedness Plan and Collection Recovery to ensure staff

and visitors wellbeing as well as the collections integrity.

iv. Coordinate a meeting with Safety Committee members to discuss the incident and

determine whether changes should be done to the Action Plan based on the response.

The results of these meetings shall be documented in the minutes and be safeguarded

by the Facilities, Security & IT Manager.

Responsible: COO

Bomb Threat

35

XI. Medical Emergencies

Prevention

i. Request informational materials from the local American Red Cross chapter to help staff

members to be familiarized with basic medical emergencies. Coordinate an educational

meeting related to this topic.


ii. Ensure safe facilities:

a. Firmly attach mats to the floor b. Use precautionary signage when necessary (slippery when wet, etc) c. Use of non skid wax to polish floors d. Maintain hallways and pathways free of obstacles e. Adequately illuminate all areas f. Post signage and/or illuminate areas that are uneven or may cause a fall. g. Keep staff medical information accessible on a data sheet.


iii. Coordinate a formal first aid training session for selected staff members.

Frequency: Twice a year Responsible: Facilities, Security & IT Manager/ Human Resources Manager

iv. Ensure that first aid kits, duly equipped and identified, are available at each location.

Frequency: Four times a year Responsible: Facilities Assistant Manager

Medical Emergency

36

Incident Management

i. Notify the CEO & Director, Chief Operations Officer and the Security Supervisor

immediately.

ii. Call 911, report incident to medical emergency personnel and request the arrival of an

ambulance at the scene of the accident, if necessary.

iii. Begin administering first aid, which shall be performed only by duly authorized and

certified staff members.

iv. Do not communicate to the visitors that the Museo de Arte de Ponce will assume liability

for the causes of the incident. Communication with the injured, or their family members,

will be conducted by authorized personnel: Facilities, Security & IT Manager, CEO &

Director, COO, and Deputy Director for Communications.

v. Clear accident scene of any onlookers.

vi. In the event of an accident, determine if security cameras taped the incident.

Medical Emergency

37

Recovery

i. In the event of an accident, inspect area to determine the cause of the accident.


ii. Prepare a written report about the incident.


iii. Coordinate a meeting with Safety Committee members to discuss incident. The

results of these meetings shall be documented in the minutes and be safeguarded by

the Facilities, Security & IT Manager.

Responsible: COO

Medical Emergency

38

XII. Flooding

Prevention

i. Inspection and maintenance of drainage systems.

Frequency: Once a month Responsible: Facilities Assistant Manager

ii. Inspection of entry doors, windows, and skylights to ensure no water is leaking into the

interior of the facilities.

Frequency: Twice a year Responsible: Facilities, Security & IT Manager

iii. Inspection of water faucets to ensure they are in proper working order. Defective units

shall be repaired or replaced.

Frequency: Four times a year Responsible: Facilities Assistant Manager

iv. Inspection of water pipes.

Frequency: Trimestral Responsible: Facilities, Security & IT Manager

Flooding

39

Incident Management

i. In the event of broken pipes, locate and close off main water supply valve.

ii. If necessary, notify the Registrar’s Department and Conservation Laboratory for the

relocation of works by skilled and authorized personnel.

iii. Remove documents and equipment from ground level.

iv. Under the guidance of the Conservation Laboratory staff members, begin the removal of

water.

v. Proceed to repair broken water pipes.

Flooding

40

Recovery

i. Inspect and evaluate damages. Record damages and begin clean-up and restoration

efforts to affected facilities.


ii. Begin clean-up and restoration efforts to damaged works of art.

Responsible: Conservation staff / Registrar

iii. Prepare a written report about the incident.


iv. Coordinate a meeting with Safety Committee members to discuss effects of the flooding

on the facilities and determine whether changes should be done to the Action Plan

based on the response. The results of these meetings shall be documented in the

minutes and be safeguarded by the Facilities, Security & IT Manager.

Responsible: COO

Flooding

41

XIII. Electrical System Failure

i. If in a dark area, proceed with caution to an area lit by emergency lighting and exit the

building.

ii. If in an elevator, keep calm. Press the emergency button or other means of

communication (cellular telephone) to alert security personnel.

iii. Follow the instructions of security personnel.

iv. If the cause of electrical system is external, contact the Power Company to notify or

receive information about the incident and estimated time of recovery.

v. In the event that the electrical system shuts down due to an internal failure, notify an

electrical engineer or certified electrician to determine the causes of the failure and

evaluate current conditions. Begin repairs and recovery immediately.

vi. In the event of a prolonged interruption of electric power, initiate the Evacuation Plan,

lock facilities and implement the Collection Protection Plan.

Electrical System Failure

42

Collection Protection Plan In the event of a prolonged interruption of power- 24 hours or more (due to the electric

company, internal failure, or hurricane):

i. Draw all blinds and curtains in the galleries to prevent temperature changes.

ii. If necessary, move extremely sensitive objects to a safe and sealed area.

iii. Close the museum to the public.

iv. Seal doors and vents that lead to the exterior.

v. Eliminate sources that may increase humidity and temperature.

vi. Monitor environmental conditions. vii. Protect objects.

Once the Renovation & Expansion Project has been completed, the collection protection plan

will change as follows:

In the event of a prolonged interruption of power- 24 hours or more (due to the electric

company, internal failure, or hurricane):

i. Startup electrical generator and air conditioning units.

ii. Keep the museum closed to the public to minimize changes of environmental conditions.

iii. General services personnel will keep records of the temperature and humidity inside the

museum while the generators are in use.

iv. During this period, the Conservation Laboratory staff shall conduct periodic inspections

to the museum’s collection and identify possible damages.

Electrical System Failure

43

XIV. Pests

Prevention • Ensure proper and consistent housekeeping

o Broom, mop and vacuum all facilities regularly and dust stands, tables, and

frames often.

o Immediately empty trash bins containing decomposing waste.

o Clean food areas and bathrooms daily.

• Provide proper and consistent building maintenance

o Monitor for, and eliminate drainage problems.

o Eliminate animal nests from the building.

• Provide adequate and consistent maintenance to exterior grounds

o Remove brush and dead vegetation piles.

o Monitor for, and eliminate drainage problems.

o Remove animal nests from museum and office grounds.

o Remove animal and decomposing waste from surrounding areas.

• Monitor food use and services

o Prohibit food and beverages from the museum galleries and storage areas.

o Limit food to the food services area and employee lunchroom.

o Wash dishes immediately after each use.

o Thoroughly clean food areas on a daily basis.

• Preventive pest control using non chemical measures

o Check building materials before entering museum facilities

o Use mouse traps and immediately remove once triggered.

o Cover all types of openings or niches.

• Contact an entomologist to identify insects and animals in the area and best methods

to prevent an infestation.

• Monitor for insects, animals and signs of infestation

Pests

44

o All staff has the responsibility of notifying the Facilities, Security & IT Manager

of any unusual occurrence at any of the museum locations (offices, museum,

or storage).

o Keep track of the different types of insects or other animals that are found in or

around the premises.

Follow their life cycles and patterns.

Identify their potential for damaging collections and museum equipment.

Incident Management Refer to the Collection Recovery Section

Recovery Refer to the Collection Recovery Section

Pests

45

XV. Mold Prevention i. Monitor and maintain temperature, relative humidity and lighting.

ii. Ensure adequate maintenance to museum facilities.

a. Inspection and maintenance of drainage systems.

b. Inspect the facilities for leaks, broken windows and clogged drains, etc.

c. Change HVAC filters frequently.

d. Ensure good and periodic housekeeping.

iii. Monitor mold growth within the museum (facilities and objects).

iv. Inspect objects for mold before storing or exhibiting with other objects.

v. Periodically check objects that have been treated for mold.

vi. Ensure proper relative humidity levels throughout the museum (galleries, storage,

conservation laboratory, etc).

vii. Use acid free materials for works on paper in storage or exhibited.

viii. Ensure air circulation throughout storage and galleries.

Mold

46

Incident Management Refer to the Collection Recovery Section

i. Identify the type of mold and determine the extent of infestation

ii. Check object’s movement records to see if the area where the object was located prior

to its actual location is also infested (including storage area, donor, or collection).

iii. Document the infestation with written and photographed records.

iv. Respond:

a. Mold affecting few objects:

i. Place objects in clean, transparent, polyethylene bags or create air tight

seals around large objects.

ii. Transfer the infested objects out of the museum galleries and storage

areas to a secure place with reduced humidity levels.

iii. Isolate the objects and the area where they are located.

iv. Ensure adequate ventilation, ensuring spores do not enter ventilation

systems.

b. Mold affecting an entire area

i. Restrict access to the area.

ii. Lower the humidity levels and temperature in the area.

iii. Ensure adequate ventilation.

Mold

47

Recovery Refer to the Collection Recovery Section

i. Identify and correct origin of mold infestation.

ii. Continuously monitor the affected area.

iii. Check nearby objects for mold growth.

iv. Monitor for insect infestation.

v. Clean the area.

vi. Maintain infested objects isolated for several months.

Mold

48

XVI. Evacuation Plan

Museum on Ave. Las Américas, Ponce

i. Sound alarm at the information desk located at the main entrance of the building.

ii. Maintain main entrance door open.

iii. Send a security guard to Meeting Area Number 1, located at the square of the main

entrance to the building.

iv. The gallery guards and security personnel assigned to the first floor (exhibition galleries,

store, gardens, café and restrooms) shall request the attention and cooperation of all

visitors in these areas and direct them to Meeting Area Number 1 in an orderly fashion,

paying special attention to people with physical limitations. The elderly shall be closely

monitored in case they require assistance. Request that groups of children hold hands

upon exiting. A security officer will walk behind each group to ensure that no one is left in

the facilities.

v. A supervisor must go to Meeting Area Number 2, located at McManus Street, west of the

Puerto Rico Garden, in order to open the gates between the Puerto Rico Garden and the

service area, and the gates between the service area and McManus Street.

vi. The gallery guards and security personnel assigned to the second floor (galleries and

terraces) shall request the attention and cooperation of visitors in these areas and direct

them to Meeting Area Number 2 in an orderly fashion. Security personnel shall eliminate

access to the lobby staircase on the second floor. People shall exit through the doors on

the north side of the terrace, descend down staircase number 1 which leads to the

Puerto Rico Garden, and then head towards the exterior of the facilities through the

Evacuation Plan

49

western door of the Garden. Guards must pay special attention to people with physical

limitations. The elderly and children shall be closely monitored in case they require

assistance. Request that groups of children hold hands upon exiting. Handrails should

be used when walking down the staircase. A security officer shall accompany and walk

behind each group to ensure that no one is left behind in the facilities. No one should

use the elevator.

vii. Once museum visitors have evacuated, guards will communicate with each other to

confirm absence of people in the museum.

viii. Once the group has gathered at Meeting Area Number 2, the guard will take them to

Meeting Area Number 1.

ix. No personnel shall be allowed to enter the facilities after evacuation, unless authorized

by the Facilities, Security & IT Manager.

Evacuation Plan

50

Marvesa Building, Ponce – Administrative Offices

i. The Safety Committee shall announce the evacuation of the facilities.

ii. Send security personnel to the Meeting Area, located at the main entrance (north side)

of the building.

iii. If possible, turn off air conditioning units and electrical equipment. Head towards the

building main entrance, holding the handrails as you walk down the stairs, and exit

through the main entrance towards the Meeting Area. Pay special attention to people

with physical limitations. The elderly and children shall be closely monitored in case they

require assistance. A security guard shall accompany and walk behind each group to

ensure that no one is left behind in the facilities.

iv. Do not use the elevator.

v. Unless authorized by the General Coordinator of the Safety Committee, no personnel

shall be allowed to enter the facilities after evacuation.

Evacuation Plan

51

Perpetuo Socorro #7418 Santa María, Ponce – Conservation Area and Library


ii. If possible, turn off air conditioning units and electrical equipment. Exit through the main

entrance door of the facilities and head towards the Meeting Area. Pay special attention

to people with physical limitations. The elderly and children shall be closely monitored in

case they require assistance. Handrails should be used when walking down the

staircase. A member of the Safety Committee shall walk behind each group to ensure

that no one is left behind in the facilities.

iii. Unless authorized by the General Coordinator of the Safety Committee, no personnel

shall be allowed to enter the facilities after evacuation.

City View Plaza Guaynabo i. The General Coordinator of the Safety Committee shall announce the evacuation of the

offices when the building’s alarms go off.

ii. If possible, turn off electrical equipment. Exit through the main entrance door of the

offices and head towards the emergency stairwell. The General Coordinator will be

responsible for ensuring all employees, visitors and contractors leave the offices. The

group will reunite at meeting point A (the small square at the building’s main entrance).

A member of the Safety Committee shall walk behind each group to ensure that no one

is left behind in the facilities.

iii. Follow City View Plaza’s administration directions for further actions.

Evacuation Plan

52

Las Américas Avenue#2197, Ponce – Education and Storage


ii. The Meeting point is located on the sidewalk of the main entrance to the facilities.

iii. If possible, turn off air conditioning units and electrical equipment. Exit through the main

entrance door of the facilities and head towards the Meeting Area. Pay special attention

to people with physical limitations. The elderly and children shall be closely monitored in

case they require assistance. A member of the Safety Committee shall walk behind each

group to ensure that no one is left behind.

iv. No personnel shall be allowed to enter the facilities after evacuation, unless authorized

by the General Coordinator of the Safety Committee.

Evacuation Plan

53

XVII. Collection handling

I. Prevention Object handling (only to be done when necessary and by properly trained staff)

• Ensure:

o Proper illumination of work area,

o Sufficient free space in the work area,

o Adequate work area conditions (padded surface, safe tools, etc.),

o Use gloves (cotton or plastic),

o Clothing and accessories that will not damage or catch onto object,

o Avoid placing an object on top or against another,

o A clear path for object movement,

o Assistance from staff when necessary,

o Acclimate objects to new environments,

o The use of sturdy, padded carts for object movement.

Object storage

• Keep objects away from shelf edges,

• Use stable ladders when reaching for objects placed on high shelves,

• Heavy and/or voluminous objects should be placed on low shelves,

• Storage shelves must be padded,

• Objects should not be placed on the floor,

• Aisles must be accessible,

• Tall and slender objects should be stored horizontally, if possible,

• Ensure adequate light levels,

• Ensure storage mechanisms are secure and sturdy,

• Close, or secure storage shelving (if applicable),

• Foods, drinks and other eatables are strictly prohibited in storage areas,

Collection Handling

54

• Provide adequate environmental conditions (temperature, humidity, etc).

Preventive measures in exhibition areas

• Securely attach picture moldings and picture hanging fixtures,

• Foods, drinks and other eatables are strictly prohibited in exhibition areas,

• Use sturdy supports, mounts and exhibit props,

• Objects will not be hung near elevators, doors or light switches,

• Large and voluminous objects brought by visitors must be stored at the entrance,

• Divide tours into groups to avoid overcrowding,

• Outside employers must be accompanied by staff and wear an ID tag,

• Exhibition areas should provide easy access to visitors in wheelchairs,

• Ensure smooth, level and non slippery floors. In case of a slippery surface, identify the

area with a sign,

• Work involving ladders, electric equipment, and any other preparation equipment must

be done when the museum is closed to the public,

• Security and staff will be on the lookout for any conditions which may endanger visitors,

staff and the collection,

• Provide adequate environmental conditions (temperature, humidity, etc),

• Large objects should be exhibited on low stands or on the ground.

Collection Handling

55

XVIII. Collection Recovery This section will recommend ways to stabilize collections that have been damaged by natural or

man made disasters. These are grouped into the following sections:

a. Environmental damage

b. Dirt

c. Fire

d. Insect Infestation

e. Mold

f. Water

Other types of occurrences may occur but can be treated with the abovementioned responses.

These recommendations are intended to minimize further damage by prolonging intervention

response time until MAP’s in house conservators can treat the affected objects. In the case of

extended damage and/or conservation personal shortage, MAP will seek outside assistance to

deal with the objects affected by the occurrence.

These recommendations are to be performed by the response teams that will help safeguard

collections damaged by natural or man-made disasters. The teams will be under the

Conservation Laboratory Director’s direct supervision. Training for staff will be performed once

a year.

General considerations prior to emergency response:

• Contact the Conservation Laboratory, Registrar and Facilities, Security & IT Manager immediately in order to conduct a collection damage assessment and prepare a priority recovery plan.

• Have an updated telephone list of your community emergency numbers, MAP key

employees and insurance representative. • Identify and create staff members to form response teams and assign tasks. Review

salvage priorities to stabilize collections.

Collection Recovery

56

• Establish a “Command Center” with a electric generator, computers, photocopiers, fax

machine, cellular phones, digital and video cameras, and tape recorders. • Collect insurance information, financial data, inventories, collection priority lists,

collection loan lists, supplies list and emergency preparedness plan.

• Retrieve emergency supplies stored at Conservation Laboratory. • Create a safe salvage area with locks, fans, tables, shelves, plastic sheeting, drying

materials (white cotton towels, paper towels, tissue paper), clean water, vacuum, and dryers.

• Do not enter the building until declared safe by the Facilities, Security & IT Manager or

the Chief Operating Officer. • Once access to the facilities is safe, use protective clothing, gloves, and NIOSH

approved respiratory masks. Look for threats to staff or collections. • Do not move collections without first documenting their condition with a digital or video

camera. Be sure images clearly record damage. Documenting the damage is essential for insurance purposes and will help with recovery.

• Assign staff to keep written records of contact with insurance agents. Equally important

is the documentation of staff decisions on retrieval and salvage efforts. • The Conservators and Registrar will make a rough estimate of the materials affected and

the extent and nature of damage (a detailed evaluation can slow recovery).

• If needed, contact peer institutions or professional groups for help. • Implement the Crisis Communication Plan. • Verify financial resources: emergency budget, amount and terms of insurance,

government assistance, and potential outside funding. • Contact service providers for generators, freezers, drying or freeze drying services and

refrigerated trucking.

Collection Recovery

57

• Arrange repairs to the security and environmental control systems if they have been damaged; reduce temperature and relative humidity to prevent mold outbreak: 70ºF and 50%RH, respectively.

• Remove standing water. If wall coverings are soaked use commercial dehumidification.

• Maintain the collections in the same condition you found them until salvage efforts

begins. General Collection Recovery:

• Take action only if assigned by museum conservators previously trained in collection handling. Follow directions closely.

• The conservators will identify which objects should receive salvage efforts first.

• Leave undamaged collections in place if the environment is stable and the area secure.

If not, move them to a secure, environmentally controlled area.

• When moving collections, give priority to undamaged works and those that have beend loaned to the museum.

• Separate undamaged from damaged collections.

• Retrieve all pieces of broken objects, wrap them individually and label each one.

• Inspect collections for mold growth on a daily basis. If mold is found, handle works with

extreme care and isolate them in a room with low temperature. Collection Recovery supplies

1. Compressed air or hand squeezed air bulbs

2. Soft, clean light colored bristle brushes

3. Clean, soft dry cloths to dust objects

4. Low suction vacuums, a HEPA Type A filter and a wet & dry vacuum.

5. Tweezers, pliers and other grabbing tools.

6. Plastic screens 7. Large, strong, plastic

containers 8. Clean, transparent,

polyethylene sheets and bags

9. Cotton and plastic/rubber gloves

Collection Recovery

58

10. Disposable breathing masks 11. Acid free and duct tape 12. Distilled water 13. Fans 14. Blotting material 15. Acid free glassine paper 16. Ziploc bags 17. Markers (sharpies) 18. Large trash bags and bins 19. Fungicidal agent 20. Barrier materials (Mylar) 21. Sponges 22. Freezer 23. Dehumidifiers 24. Dessicants/ Silica gel 25. Acetone or denatured alcohol

26. Moisture meter (indicator strip)

27. String 28. Binder clips 29. White cotton towels 30. Camera with film (or digital

storage device) 31. Mops 32. Brooms 33. Plastic buckets 34. Hoses 35. Waxed paper 36. Pampers 37. Non woven polyester fabric 38. Adhesive labels 39. Sharpie markers

Collection Recovery

59

a. Environmental Emergency Temperature & Humidity

Prevention

• Record and document temperature and humidity levels on a daily basis to identify

fluctuations.

• Maintain temperatures between 65 and 75 degrees F throughout museum storage and

exhibition areas.

• Maintain humidity levels between 50 and 60 throughout museum storage and exhibition

areas.

• Provide adequate and regular maintenance on air conditioning units.

• Provide regular maintenance to temperature and humidity recording devices.

Incident management

If Temperature falls below 60 degrees Fahrenheit (AC malfunction)

• Contact an air conditioning contractor to perform an inspection on the air conditioning

units

• Having taken appropriate measures to control excess humidity, open museum doors and

windows to raise temperatures.

• Closely monitor temperatures until the desired temperature is attained

If temperature rises beyond 75 degrees Fahrenheit

• Contact an air conditioning contractor to perform an inspection on the air conditioning

units

Environmental Emergency

60

• Close museum to the public and minimize entrance to conservators and staff dealing

with the situation.

• Identify any heat sources and disable them.

If humidity rises above 60

• Contact a museum conservator to assess damage that may have occurred to the

objects.

• Use room desiccants over drip pans

o Monitor humidity levels

o Empty drip pans regularly

o Once the desired humidity level is attained, remove the desiccant.

• Gradually decrease the relative humidity and avoid temperature changes.

• Determine the viability to move the objects to another area, if so:

• Create a microclimate in a room where the environmental conditions can be

controlled and move the objects to this room.

• Move objects off the walls and off the floors to avoid moisture migration

• Decrease humidity levels gradually

o Use dehumidifiers

o Use fans and electric heat (if deemed necessary) to reduce humidity

• Increase pest control activities

• Use fans to ventilate and mix air

• Monitor the relative humidity.

If humidity falls below 50

• Contact a museum conservator to assess damage that may have occurred to the

objects.

• Have a conservator assess the situation and determine whether the objects can be

moved


61

• Gradually increase relative humidity

o Decrease temperature

o Use humidifiers

o Use water pans throughout the affected area

• Use fans to ventilate and mix air

• Monitor humidity levels

Recovery • Continue monitoring humidity and temperature levels to ensure desired indexes.

• Conduct a meeting with the conservators, registrar, curator and other staff involved with

collection protection to update the Emergency Preparedness Plan and any other

conditions which may avoid a similar event.

UV Rays

Prevention • Minimize sunlight from windows and skylights by:

Installing UV filters on windows and skylights

Exhibiting objects away from direct sunlight

Avoid the reflection of sunlight

• Use UV filters on fluorescent and tungsten-halogen lights.

• Record and document UV rays in exhibition and collection areas on a daily basis to

identify fluctuations.

• Illuminate extremely light sensitive objects only while on view.


62

b. Dirt Dirt may be lodged on or in an object after water damage, the roof being blown off, vandalism or

any other type of occurrence. The following are procedures that will ensure the objects

stabilization and minimization of damage.

1. The conservators will assess the damage and objects materials for proper treatment.

2. Handle objects with care

a. Wear cotton or plastic gloves and a disposable mask.

b. Minimize handling to prevent ingraining dirt into the object

c. Carefully remove large surface dirt particles by hand or with tools

d. Do not attempt to remove ingrained dirt, the conservator will work on its removal.

3. Ensure availability of proper tools:

a. Compressed air or hand squeezed air bulbs

b. Soft, clean light colored bristle brushes

c. Clean, soft dry cloths to dust objects

d. Low suction vacuums and a HEPA Type A filter.

e. Tweezers, pliers and other grabbing tools.

f. Plastic screens

Ceramics and glass

1. Assess the objects stability before intervention. Identify loose parts, cracks, breaks,

or any other situation that can escalate the object’s damage and communicate

findings to the conservator for further action.

2. Clean object/s:

a. If the objects condition is stable and has a smooth surface:

i. Sweep away the dirt with a soft bristle brush or dust with a cloth

b. If the objects condition is stable and has a textured surface:

i. Sweep away the dirt with a soft bristle brush and an air bulb

c. If the object is broken:

Collection Recovery Dirt

63

i. Place pieces in Ziploc bags, identifying each object with an

appropriate label. Always group bags from the same object together.

Metal, stone, wood and polychrome wood




2. Clean object/s:

a. If the objects condition is stable and has a smooth surface:

i. Dust the object with a cloth or vacuum them

b. If the objects condition is stable and has a textured surface:

i. Sweep dirt away with bristle brush and vacuum

Paintings

1. Assess the objects stability before intervention. Identify irregularities, tears and

losses, or any other situation that can escalate the object’s damage and

communicate findings to the conservator for further action.

2. Clean object by sweeping away dirt with a soft bristle brush and working from the top

to the bottom.

Photographs




2. Clean object by sweeping away dirt with a soft bristle brush.

Textiles and leather


64




2. Clean objects:

a. If textiles and/or leather are stable:

i. Vacuum objects

b. If textiles and leather are embroidered:

i. Blow dirt away with an air bulb

Plastics and resins




2. Clean object by sweeping dirt away with a soft bristle brush and a vacuum.

a. If the surface is painted and unstable, consult the conservator.


65

c. Fire Objects that have been damaged by fire can also be damaged by water due to firefighting

efforts. Have the conservator determine which approach to use for specific objects.




2. Do not move damaged objects unless their safety is threatened.

3. Handle damaged objects carefully

a. Wear plastic or rubber gloves and a disposable particle mask.

b. Do not touch painted or gilded surfaces.

c. Collect all pieces of an object and label them.

4. Do not clean the damaged objects, the conservators will address them.

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66

d. Insect Infestation 1. Identify extent of infestation.

2. Isolate infested objects/area.

3. Collect samples of the insect.

4. Contact an entomologist to identify the species.

a. Determine if insect is a threat to the collections

b. Determine it’s life cycle, food and environmental preferences

c. Determine extent of the infestation

5. Try non chemical strategies first to:

a. Seal off entry points

b. Remove insect by hand

c. Place bait (pheromone or sticky traps) with the objects without having the bait

come in contact with the object.

d. Use light traps.

6. If the preceding efforts fail, implement chemical strategies:

a. Identify risks to the objects due to the chemical to be used.

b. Ensure proper application

7. Determine the cause of infestation and modify practices accordingly.

8. Document every aspect of the infestation

a. Infested area

b. Insects preferences and life cycles

c. Treatments used

d. Chemicals used

9. Have the conservation department assess the object and perform any necessary

treatments.

Collection Recovery Insect Infestation

67

e. Mold Mold can be active or inactive; the first is identified by slimy or fuzzy, green, black, orange or

purple matter. The second is dry and powdery. Caution must be exerted while handling both to

minimize spores from spreading. Mold spores can cause mild to severe health problems:

always use plastic or rubber gloves and wear a mask rated for mold spores.

1. Reduce the temperature to 68º F and the Relative Humidity to 45%.




3. Stabilize wet objects that have mold (review recovery section: Water)

4. Minimize object handling to prevent airborne spores.

5. Isolate the object to prevent other objects from becoming contaminated by the

spores.

6. Check object’s movement records to see if the area where the it was located prior to

its actual location is also infested (including storage area, donor, or collection).

7. Use adequate tools and methods to remove mold

a. Use a low suction, HEPA Type A filtered vacuum

b. Vacuum to prevent spores from resettling on other objects or from entering

the ventilation system.

c. Vent vacuum exhaust out of the building.

d. Change HEPA filters periodically and away from the museum and its

collections.

8. Vacuum the object

a. Use a plastic screen to prevent lifting of flakes while vacuuming.

b. The vacuum nozzle should not touch the object

Collection Recovery Mold

68

c. Use a soft, clean, 100% bristle brush to sweep the mold into the vacuum’s

nozzle. Avoid lodging spores into cracks or folds in the objects surface.

9. Clean the work area and tools using a fungicidal agent.

a. Seal contaminated materials in plastic bags.

10. Document incident and treatments.

Collection Recovery Mold

69

f. Water Water damage occurs from fire suppression, hurricanes, severe storms, flooding, leaks, rainfall,

among others. Water damage may cause adhesives to weaken, dyes to run, fibers to swell and

weaken, staining, corrosion, warping, buckling and mold over time if high temperatures and

humidity are constant. If mold growth has taken place, follow precautions for mold handling.




2. Modify the environment of the affected area

a. Lower the temperature and relative humidity in the area.

b. Ensure proper air circulation and ventilation

3. Develop a recovery plan that guides recovery priorities.

a. Consult the Patrimonial Collection lists.

b. Remove sources of water to reduce humidity levels (including soaked

objects, sources of leaks, puddled water, etc.).

4. Determine whether objects are wet or damp to define appropriate stabilization

methods.

5. Handle objects with care.

6. Keep objects from sticking to one another by using barrier materials.

7. Treat wet, moldy objects

a. Exert care when handling moldy objects.

i. Wear plastic or rubber gloves and a mask rated for mold spores.

ii. Minimize handling to prevent airborne spores and/or ingraining them

into the object.

b. Depending on the object’s materials and time constraints, define whether

individual objects should be frozen or air dried.

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70

i. Isolate moldy objects to prevent non moldy objects from becoming

contaminated.

ii. Isolation should occur in a clean, cold area (35- 45 degrees F).

iii. Ensure proper air circulation and ventilation.

c. Once an object has been air dried, follow Collections Recovery: Mold

8. Treat objects that have fire damage

a. Exert care when handling objects and use protective equipment.

b. Determine if objects should be frozen or air dried.

c. Do not brush the object

d. If an object is air dried, follow Collections Recovery: Fire

9. Use strong, water-resistant containers to facilitate object transportation.

a. Identify containers and create an inventory list.

b. Ensure proper spacing to secure air circulation around all sides.

10. If deemed necessary, freeze objects. Conservators will identify object materials and

their characteristics to decide if freezing is appropriate.

i. Remove excess water from the objects by using a sponge. The

sponge should not come into contact with the object.

ii. Place objects in sturdy and water resistant containers or sealed clean,

transparent, plastic bags and label.

a. Freeze paper, photographs and textiles immediately

i. If a large number of objects are to be frozen:

a. Place containerized objects in a large freezer or freezer

truck.

ii. If few objects are to be frozen for a short term:

a. Use dry ice in a large closed container to freeze objects.

Avoid having the dry ice coming in contact with any of the

objects.

iii. If few objects are to be frozen for a long term:


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a. Use a home freezer.

iv. If freezer space is limited:

a. Prioritize objects based on the Patrimonial Collection list and

those objects of greatest value.

b. Provide ventilation or begin air drying.

11. If necessary, air dry objects ensuring adequate ventilation, reduced temperatures

(below 70) and relative humidity below 50%.

i. Use a dehumidifier to reduce relative humidity.

ii. Use desiccants, ensuring constant changes of their drip pans.

iii. Use fans to circulate the air, avoid having the fans blow directly onto

an object or from blowing them off their surface.

b. Cover flat surfaces that are to hold objects with polyethylene sheeting.

c. Do not overlap objects and avoid having them coming into contact with one

another.

Ceramics & glass

1. Identify the type of ceramic or glass and closely examine for loose parts, cracks or

breaks.

2. Stabilize objects:

a. If objects are unstable, have applied finishes, salt deposits or are unglazed:

i. Place objects in clean, transparent polyethylene bags and seal.

ii. Monitor for mold growth.

b. If the object must be kept wet but do not meet with the above criteria:

i. Place objects in a clean, transparent polyethylene bag or a plastic

container along with silica gel (avoid having the silica come into

contact with the object).

ii. Seal bag or container.

iii. Watch for mold growth.


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c. If the conservators cannot attend the objects for several weeks:

i. Remove objects from bags periodically and rinse with tap water.

ii. Return objects to bag and reseal.

d. If objects can be air dried:

i. Use towels under the objects.

ii. Follow general guidelines for air drying objects.

3. Inspect dry objects for other types of damage and treat accordingly.

Metal

1. Stable, non ferric objects exposed to fresh water

a. Air drying preparation: (Do not blot or rinse objects with finishes)

i. If objects are covered with mud and/or dirt and do not have applied

finishes, unstable surfaces, mold or any other type of foreseeable

damage:

1. Rinse them with clean water.

2. Carefully blot until dried.

ii. If objects are made with several materials and covered with mud

and/or dirt:

1. Use barrier material between the metal and other materials.


3. Carefully blot until dried.

b. Air dry objects

c. Constantly inspect objects for mold growth or any other type of damage.

2. Stable, non ferric metal objects exposed to salt water, or any water:

a. Air drying preparation: (Do not blot or rinse objects with applied finishes)

i. If objects are covered with mud and/or dirt and do not have applied

finishes, unstable surfaces, mold or any other type of foreseeable

damage:


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1. Rinse objects in clean water to remove mud and salts.

ii. If objects are made with several materials (except plastic), do not

have finishes and are covered with mud and/or dirt:

1. Use barrier material between the metal and other materials.


b. Dry objects quickly.

i. With the conservators authorization and using appropriate protective

equipment, fill a large container with good grade acetone or denatured

alcohol outdoors or in a fume hood. Cover the container to avoid

solvent evaporation.

ii. Immerse objects in the solvent and gently swirl.

iii. Allow objects to dry and evaporate solvent in a well ventilated area.

iv. If the preceding process is not possible, dry the objects with fresh air

and sunlight.

c. Once dried, inspect objects for any other type of damage.

3. Unstable objects (rusted):

a. Place the object in an air tight, non metallic container with silica gel

conditioned to stabilize the objects’ environment until the conservators arrive.

If a non metallic container is not available, seal the object in a plastic bag.

This will prevent further corrosion.

4. Ferric metals:

Dry objects with towels or air dry.

Stone (marble, granite, alabaster, limestone, sandstone, pumice) 1. Determine if the object can be air dried.

2. Air drying preparation:

a. Smooth surfaced objects:

i. Blot object dry.


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b. Rough surface or finished objects:

i. Pat (do not rub) surface with towels.

c. Stone objects attached to other media:

i. Use barrier material between different materials.

ii. Treat sensitive materials.

3. Air dry objects in a well ventilated area on a clean towel.

4. Once dried, inspect objects for any other type of damage.

Wood - polychrome, carved & gilded frames Wood objects should not undergo rapid loss of moisture from evaporation. This results in

damage. Each wood type has their own moisture content and must be maintained during

stabilization efforts. Use a moisture meter to identify the moisture content beforehand, if this

information is not available, treat each object separately in their own micro climate.

1. Create micro climates for each object

a. Seal the object in a clean, transparent, heavy, perforated polyethylene bag

(or make one out of polyethylene sheeting).

b. Avoid object from coming into direct contact with the bag- create a structure

that holds the polyethylene in place without coming into contact with the

object (plumbing pipes, wooden structures, strings and binder clips, etc)

c. Monitor humidity with a indicator strip in the bag.

d. Ensure air circulation.

e. Let the object establish its own relative humidity within the micro climate.

Monitor the humidity and maintain constant.

2. For large, non movable objects or a large number of objects with the same moisture

content, create a high humidity room. Do not place dry objects with gilding, painting,

and gesso in a high humidity room, rather seal them in micro climates to prevent

damage from humidity.


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a. Locate the room away from the collections or undamaged areas of the

building. Minimize access.

b. Maintain 40 º F temperatures in the room.

c. Ensure air circulation.

d. Use heavy plastic sheeting to line the floor, walls and ceiling.

e. Let the object establish its own relative humidity within the room. Monitor

humidity and maintain constant.

3. Wet gilded, painted and gesso frames will be stored in a room with constant humidity

until intervention is possible.

Paintings Carry and store wet paintings horizontally and paint side up without it’s surface coming into

contact with anything.

1. If paintings are damp, wet, or saturated and the conservator can treat them within 2

weeks:

a. Place paintings in a clean, transparent, perforated, polyethylene bag. Avoid

having the bag come into contact with the painted surface.

b. Temperature and humidity levels should be kept at the same levels of the

disaster. Avoid direct sunlight.

2. If paintings are damp, wet, or saturated and the conservator can not treat them

within 2 weeks:

a. Prepare a clean smooth surface large enough for the paintings to be treated.

b. Begin drying

i. If paintings are on cardboard supports:

1. Remove painting from frame and label frame.

2. Slowly dry with obverse side up. Place white cotton towels

underneath if water has penetrated the reverse side.


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a. Cover the obverse side of painting first with a sheet of

glassine, and then with a white cotton towel.

b. Use a blotter for evenly applied paint surface and

several towels with thick impasto

c. Place a sheet of thick glass or acrylic on top of the

blotter towel.

d. Place light weights on top.

3. Cover paintings in clean, transparent, perforated polyethylene

sheeting. Avoid contact between painting surface and sheeting

by using glassine paper as a barrier material.

ii. If paintings are on fabric supports:

1. Temperature and humidity levels should be kept at the same

levels of the disaster. Avoid direct sunlight.

2. Remove paintings from frames (labeling each frame). Do not

remove paintings from their stretchers.

3. Cover paintings (caution: do not touch flaking paint) a. Cover the obverse side of painting first with a sheet of

glassine, and then a towel.

b. Use a towel for evenly applied paint surfaces and

several towels with thick impasto surfaces.

c. Place paintings obverse side up on top of the blotter

d. Place a second blotter on top.

4. Cover paintings in clean, transparent, perforated polyethylene

sheeting. Avoid contact between painting obverse and

sheeting by using glassine paper as a barrier material.

iii. If painting are on wood panels:

1. Slowly lower humidity levels to prevent warping


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2. Cover painting with clean, transparent, perforated,

polyethylene sheeting to ensure slow drying. Avoid contact

between painting surface and sheeting by using glassine

paper as a barrier material.

c. Change all towels regularly until they are dry.

i. Do not remove the tissue paper if it is adhered to the painted surface.

Photographs Identify the types of photographs within the collection and store together based on these

classifications. Store photographic prints unframed. When an emergency occurs, keep in mind

that film appears to be more stable than prints, and black and white materials are more stable

than color. Never touch the emulsion surface and always dry the photo emulsion side up.

Document and save all information about the photographs.

1. If professional cleaning can be secured within 48-72 hours:

a. Stabilize wet black and white prints and film and motion picture film.

i. Seal objects in clean, transparent, polyethylene bags and place them

in a large (non metal) garbage can, plastic buckets or cardboard

boxes lined with plastic bags properly labeled. Store prints horizontally

and reels and cassettes vertically.

ii. Flow clean, cold running water into the container to keep temperature

low and minimize mold growth.

iii. Transport the objects in their containers to the cleaning facility adding

ice to keep the water cold.

b. Stabilize wet color slides, color negative and positive films by the above

method. The maximum immersion time is 48 hours.

2. If professional cleaning cannot be secured within 48-72 hours:

Do not use any water based stabilization treatments for ambrotypes, tintypes,

daguerreotypes, color lantern slides (made by additive process), wet collodion


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processed glass negatives, or photos with a water soluble emulsion. If immersed, do

not freeze these materials (except for photos with a water soluble emulsion); air dry

them.

a. Air drying preparation

i. Carefully separate soaked or damp photos from their enclosures and

each other. Do not force apart.

ii. Carefully unframe photos if their emulsions are not stuck to the glass.

Keep frame parts and photos together.

iii. If photos are stuck to frame glass or each other, and the emulsion is

not water soluble, place them in cool, clean water (no longer than 4

hours) and allow them to separate. If they do not separate, freeze

them or dry them with the glass side down.

iv. If the emulsion is stable, wash photos that were immersed in dirty

water while they are still wet. Gently agitate them in a series of clean,

cool water baths.

b. Air dry photographs and slides

i. Follow guidelines for air drying

ii. Place objects on a rigid, slightly tilted, non absorbent support to allow

run off.

c. Freeze photo albums containing important written historical information or

nitrate photos with softening emulsions. Interleave pages with a non woven

polyester fabric or waxed paper. Freeze dry them.

d. Do not freeze dry glass plate negatives

3. If professional cleaning cannot be secured, or if personnel, temperature, or freezer

space factors prevent air drying:

a. Prepare objects for freezing

i. Interleave pages with a non woven polyester fabric or waxed paper.

ii. Pack prints in small stacks, no larger than 2 inches.


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iii. Seal in clean, transparent, polyethylene bag.

b. Freeze objects.

c. Thaw one stack of photos at a time, then air dry as above. The photos may

be freeze dried at a temperature below 32 F although this is not the preferred

method.

Textiles Provide adequate physical support when moving heavy textiles.

1. If conservation treatment isn’t readily available:

a. Blot or wick excess water out of textiles before freezing, if possible, using

white cotton towels. Do not blot objects with mold or fire related damage.

i. Use barrier materials to separate objects.

ii. Do not wring textiles.

iii. Shape textiles to their original form.

b. Prepare textiles for freezer

i. If they are flat textiles:

1. Place them on supports, into clean transparent, polyethylene

bags. Seal bags.

2. Place bags with smaller textiles into plastic milk crates without

overfilling, as this will compress wet textiles. Fill crates to half.

ii. If they are large flat textiles:

1. Drain them if possible.

2. Wrap them on supports with sheets of clean, transparent,

polyethylene. Seal polyethylene.

iii. If they are boxed textiles or a drawer of textiles:

1. Wrap the entire container in clean, transparent, polyethylene

sheeting and place directly into the freezer. This will minimize

handling damage.


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iv. If they are framed textiles and water has penetrated the frames:

1. Open frames

2. Carefully remove wet textiles and place them on flat supports.

3. Gently blot textiles with white cotton towels and wrap them in

clean, transparent, polyethylene sheeting.

4. If they have historic frames, treat the glass and frame

according to their material.

5. Make sure to label frames, glass, and textiles belonging

together.

c. Follow general guidelines for freezing

2. If conservation treatment is not readily available not are freezing facilities:

a. Make a quick condition assessment for each object. Look for weaknesses

and damage which may prohibit anything other than simply air drying.

b. Place textiles in a slightly humid atmosphere (55%-60% RH), then slowly

decrease the humidity to restore the loft before drying them in the drier

atmosphere.

c. Prepare an air drying area. Air dry textiles in a clean, well ventilated room

with temperatures below 70º F and the relative humidity starting around 60%-

65% RH. Slowly decrease the RH to below 50%.

d. Lay out the textiles.

i. If they are two dimensional textiles:

1. Lay them out as flat as possible.

ii. If they are wet rolled textiles:

1. Unroll them completely on a flat surface so that the warp is

neither stretched nor crushed.

iii. If they are framed textiles and if the water has penetrated the frames:

1. Carefully open frames and remove textiles.


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2. Place textiles on flat surfaces padded with cotton towels.

3. Place textile between cotton towels for water absorption.

4. If they have historic frames, treat the glass and frame

according to their materials.

5. Make sure to label frames, glass, and textiles as belonging

together.

e. Pat saturated textiles gently with a white cotton towel to eliminate any

puddles. Do not blot objects with mold or fire related damage.

i. If they are two dimensional textiles:

1. Do not press on delicate fabrics, on folds, on beadwork, or

anything except a flat area of the textile.

2. Do not blot painted surfaces.

f. Air dry textiles

g. Inspect dry objects for mold and other damage. Treat them accordingly.

Leather Organic materials with surface treatments (paints) or which are part of mixed media (beads or

metal parts) need special treatment (painted leather should not be blotted or washed). Discuss

stabilization options with the conservator to identify preventive care and response techniques.

1. If conservation treatment is not available:

a. Freeze objects.

2. If freezer facilities are not available:

a. Place leather object in a cool, well ventilated room. Do not bag.

b. Air dry preparation

i. Lightly weigh the objects outer edges to avoid distortion while drying.

ii. Place objects on open racks to allow for proper air circulation.

iii. Do not squeeze or wring objects.

c. Air dry objects


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i. Ensure even drying by turning fully supported object every few hours.

ii. Watch for mold growth.

iii. Loosely pack three dimensional objects, when they are almost dry,

with polyethylene foam sheets to help them regain their shape.

d. Inspect dry objects for other applicable damages and treat accordingly.

3. If object is saturated and covered with mud or salts:

a. Clean objects

i. Immerse objects in a tub of clean, cold water continuously changing

the water until it remains clean.

ii. Gently blot excess water with towels.

iii. Place objects in the freezer or air dry.

Plastics and resins

1. Closely examine for loose parts, cracks or breaks

2. Rinse object with clean water to remove mud or adhered debris.

3. Air dry objects.

a. Gently blot excess water with cotton towels except for those damaged with

mold or fire.

b. Follow air drying guidelines

4. Inspect dry objects for other types of damage.

Paper

1. Air dry flat as individual sheets or small piles of up to ¼ inch. Interleave and replace interleaves when damp. Store in plastic milk crates to ensure air circulation

2. If there are too many items for air drying:

a. interleave by groups or individually with wax or freezer paper

b. freeze


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Organic material Bone, shell and ivory:

1. Rinse

2. Remove excess water with blotter

3. Place on blotters or on non rusting screen. Slowly air dry.


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Collection Recovery Glossary: Air-Drying. Use a cool, low-humidity area with good air circulation. Place absorbent material under objects; replace it when wet. If possible, air dry materials on plastic racks (commercial bread trays or rust-proof screens) to increase evaporation Interleaving. Use blotter paper, uninked newsprint, paper towels, or waxed or freezer paper to keep items from sticking together and prevent dye transfer or running. Freezing. If objects can not be dried within 48 hours, freeze them until action can be taken. Freezing stabilizes collections for months; it stops mold growth, ink running, dye transfer and swelling. A sub-zero commercial freezer is best, but a home freezer works. A refrigerated truck keeps materials cool enough to slow mold growth. On-site dehumidification. Super-dry air is pumped into the building and moist air drawn out. A useful method for damp library and archival collections in place; may be used in modern buildings to dry carpeting, wallboard and furnishings. Do not use for historic structures of wood or plaster or most museum collections. Rinsing. Rinse dirty or muddy items under a gentle stream of clean running water or gently agitate in containers filled with water. Do not scrub; it drives dirt in deeper. Use a sponge/soft cloth to blot off mud and debris. Vacuum drying. Also called “thermal drying”. Objects are dried in a vacuum chamber, often at temperatures above 100ºF. Caution: this method accelerates aging and causes damage to many materials: animal skins (leather, vellum), film media. Widely available; slower than vacuum freeze-drying, but less expensive. Vacuum freeze-drying. Objects are dried in a vacuum chamber at below-freezing temperatures to minimize swelling and distortion. Generally provides the most satisfactory results; recommended for historic collection materials and glossy papers.

Collection Recovery Glossary

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XIX Crisis Communication Plan This Crisis Communication Plan is intended to counter situations that threaten the Museo de

Arte de Ponce’s (MAP) integrity or reputation by negative or adverse attention presented in the

media. These situations include, but are not limited to: accidents, fire, flooding, legal conflicts,

natural disasters, theft, or others defined by the Chief Executive Officer & Director. A crisis can

also occur when the public’s or the media’s sentiment thinks MAP has not responded properly

to the abovementioned crisis.

When an event that has the potential to become a crisis arises, both the CEO & Director and the

Deputy Director of Communications must be immediately contacted and notified of all the details

pertaining to the incident.

If the museum’s integrity is threatened by an occurrence, a Crisis Communication team will be

composed by the CEO & Director, the Deputy Director of Communications, the COO, a security

guard and the organizations lawyer that will meet to identify and discuss the options that may

resolve the situation. This group will also implement the identified option. If a museum

employee, contractor, or volunteer is involved in the incident, they will also be present at said

meeting, along with his or her supervisor, to answer any questions that may arise.

This group’s main responsibility is to establish an appropriate message that responds to the

emergency as soon as possible. If a mistake has been made, it must be admitted. The

message must be communicated quickly and based on facts. This way, MAP will reestablish it’s

credibility and trust with internal and external audiences. The museum’s CEO & Director, or his

delegate, will be the official spokesperson.

In addition to the Crisis Communication team, the Communications department will have its

personnel available to support in attending inquiries of information which has already been

made public. If additional staff is necessary, they will be solicited from other departments,

Crisis Communication Plan

86

taking into account their familiarity of the situation or the subject. In the case of receiving

questions that are yet to be answered, the employee will obtain the callers name and phone

numbers to respond as soon as possible.

The goal is to protect the institutions integrity and reputation. If an employee is implicated in the

occurrence, s/he should never lie, deny or hide any facts. If the situation is ignored, it will only

worsen.

Media and process policy

• The representatives from different media sources will be treated equally.

• The spokesperson will practice the message in Q & A sessions prepared by the Crisis

Communication team. These questions and answers will be for internal use only.

• The declaration should be based on confirmed facts and must include at a minimum:

o What happened?

o How it happened?

o When did it happen?

o Where did it happen?

o And what is being done to resolve or minimize the situation?

• The declaration will be available in writing to the media after the press release.

• If requested, the message can be sent via fax or e mail.

A registry of declarations informing on the incident will be kept by the Deputy Director of

Communications. A call registry will also be kept of who called, and what their questions were.

This will avoid duplicating efforts and facilitate returning phone calls to respond to the media’s

questions. These efforts will ensure an open and consistent communication with our audiences.

The call registry will include the following information:


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Appendix A Emergency Telephone Numbers Police Department 787 284 4040 Ponce

787 841 7058 Ponce

787 782 3334 San Juan

787 343 2020

Fire Department 787 842 2022 Ponce

787 842 2005 Ponce

787 720 2222 San Juan

787 343 2330 San Juan

Ambulance and Emergency Medical Services 787 843 2550

787 343 2550

General emergencies 911

Appendix A

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Appendix B CL& C Informational Handbook4 List of documents needed for business interruption claims I. Before the storm or hurricane

• Most recent audited financial statements available and detailed interim financial

statements, to the same date as those in audited statements.

• Most recent detailed interim financial statements.

• Detailed sales plan for the last two months prior to the storm or hurricane.

• Have contracts that are paid on a monthly basis available.

II. After the storm or hurricane

• Detailed sales plan for the period of interruption

• List of extra expenses incurred, to mitigate damages caused by the storm or hurricane.

Keep evidence of these expenses (i.e., overtime billing).

• Detail of overtime hours worked by employees during period of interruption.

4 Taken from the Informational Handbook – Hurricane Season 2006 of Carrion, Laffitte & Casellas, Inc.

Appendix B

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Appendix C

EVACUATION PLAN

June 28, 2005

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PURPOSE

To establish a procedure aimed at protecting lives and property in the event of a natural

disaster, fire, bomb threat, gas leak or accident. Ensure that people can evacuate the work

area as quick as possible and have them recognize the closest escape routes, and make it to a

safe place to receive medical attention if necessary. The content of this plan describes the

personnel’s responsibilities and actions that will ensure control of the specific situation. The

main purpose is to avoid the loss of human losses and minimize damage to personal belongings

and those of the businesses. Activate a completely organized action plan before and after the

emergency.

PROTECTION AGAINST FIRE

If a fire is identified on our premises, the following procedure will go into effect immediately:

1. Pull the closest fire alarm (Pull Station).

2. The tenant’s representative specified in the Emergency Group (appendix B) shall be

contacted and informed of the occurrence.

3. All visitors and contractors should be included in the Evacuation Plan when a fire

occurs, or when a fired drill occurs.

4. The Emergency Group (Appendix B) will immediately report to the guard station as

instructed by the Emergency Group leader.

5. The Security Officer will be responsible of notifying the Medical Emergencies

Agencies and the Fire Department to assist in any situation.

6. The Security Officer will maintain a clear access route for emergency vehicles before

and after any emergency.

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7. Smoking will not be permitted during the emergency.

8. Managers and supervisors will be responsible for their employees, visitors, and

contractors, and will implement their internal contingency plan.

9. Once the situation is under control, the return to normal operations will be authorized

by the leader identified in the City View Plaza’s Chain of command (Appendix A).

BOMB THREAT

If an employee receives a bomb threat via telephone, or notified by someone who received a

bomb threat by phone, the following procedure should be immediately implemented:

Jot the following details down as concise as possible.

a. Time of call

b. Exact words used

c. Accent

d. Background nocies.

1. Ask questions:

a. Where is the bomb located?

b. What time will it detonate?

c. Who is calling?

2. Notify the people identified in the chain of command (Appendix A). The emergency

agencies will immediately be notified.

3. The decision for the next course of action will be determined by the people on the chain

of command.

4. Evacuation:

a. If the administration determines the building evacuation necessary, the Fire

alarm system will be used to sound the evacuation.

5. Follow the evacuation plan.

6. Each tenant will implement their internal evacuation plan.

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7. The search within the building will be coordinated by the Emergency Group designated

by the City View Plaza Administration and pertinent Emergency Agencies.

8. If a suspicious object is eventually found, the area will remain clear until instructions from

the City View Plaza Administration and pertinent Emergency Agencies.

9. The restoration of operations will be determined by the City View Plaza Administration,

base don the findings and information provided by the emergency agencies.

EARTHQUAKE

What to do during this situation?

1. Remain calm and wait until the earthquake has passed. Everyone should expect and be

prepared for aftershocks which generally occur after an earthquake.

2. Remain Ander sturdy tables or desks or any other structure that can resist the impact of

heavy objects.

3. Stay clear of glass windows or any other area where glass is located given that they are

the first to break and cause bodily harm.

4. If you are in the external surrounding area of the building, stay clear of electrical lines,

trees, wooden structures or any other structure that has the potential to fall.

5. Under no circumstances should the elevators be used.

6. If someone is stuck in the elevator, s/he should use the emergency button which is

connected to the elevator maintenance company.

7. If someone is trapped, they should remain calm to maximize the amount of oxygen

available to them.

8. After the earthquake, everybody should refrain from touching electrical cables due to the

possibility of being electrocuted.

9. If you are physically and emotionally apt, attempt to calm your peers, offering help and

support to those that are injured.

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10. If possible, look for fires, gas leaks or any other type of threat in the immediate area that

may have arisen from the earthquake.

11. Take necessary precautions to extinguish a fire and avoid intoxications, if possible, move

to a safer place.

12. Exert caution when attempting to open doors or bookcases, given that the contents may

have become loose and may fall on you.

GENERAL PROCEDURE FOR THE EVACUATION PLAN

The following procedure will be implemented in fire, earthquake or bomb threat situations:

1. Each tenant will implement their internal evacuation plan.

2. The evacuation coordinators will lead their corresponding areas to ensure a prompt

and effective evacuation, following the escape route to the meeting area.

3. Each tenant’s emergency group will be responsible for counting and ensuring that

their personnel, visitors and contractors have exited the building.

4. The remainder of the Emergency group (Appendix B) will meet at the security booth

to coordinate the action that follow.

5. The decision of the next steps of the following actions will be determined by the

people identified in the Chain of Command (Appendix A).

6. All communication will be centralized and offered by the City View Plaza

Administration, including communication to the media.

7. The return to day to day operations will be authorized by the City View Plaza

Administration.

8. If a drill is performed, the emergency group leaders will meet at the administration’s

conference room to discuss everyone’s performance.

Meeting areas

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Employees from the 3rd (north), 4th, 8th, retail, Mezanine, and lobby floors will evacuate to

Meeting Point A, at the small square at the building’s main entrance.

Employees from the 3rd (south), 5th, 6th, 7th floors and Payá restaurant will evacuate to meeting

point B, at the small square at the building’s main entrance.

If there is a fire on one of the floors, every tenant on the floors above the fire will evacuate to

their corresponding meeting points, using the stairwell.

APPENDIX “A”

Chain of command

NAME POSITION TELEPHONE 1. LUIS RAUL SOLA General Manager xxxxxxxxxx 2. LUIS F. SAAVEDRA Facilities Supervisor xxxxxxxxxx 97 3. AELENE REPOLLET Administrative Assistant xxxxxxxxxx

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APPENDIX “B”

Emergency Groups

1. LUIS F. SAAVEDRA

2. LUIS RAUL SOLA

3. ARLENE REPOLLET

4. Company Group leaders. (refer to the following page). (The administration will keep this list)

APPENDIX “C”

Emergency agency telephones

1. Fire Department …………………….. ……………………. 343-2330 2. Police Department ………………………………………… 343-2020

3. Medical emergencies …………………….……………….. 9 - 1 - 1

4. Municipal hospital …………………………………………. 788-1970

5. Bayamon San Pablo Hospital ……………………………… 740-4747

6. Santurce Pavia Hospital ………...…………………………. 727-6060

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7. Industrial Hospital ……….……………………………….. 744-2525

8. Poisoning …………………………………………………. 726-5674

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